Administrative Assistant – Dual Leader Support

About the role

The Administrative Assistant provides high‑impact support to the General Manager of Lubricants Canada and the General Manager of Customer Operations Americas. Working across multiple time zones, the role ensures the two senior leaders operate efficiently and stay aligned with business priorities.

Key responsibilities

• Manage complex, competing calendars for both leaders, optimizing scheduling across regions.
• Coordinate domestic and international travel, preparing detailed itineraries and contingency plans.
• Process expenses and administrative tasks accurately and on time.
• Act as the first point of contact, prioritizing requests and gatekeeping communications.
• Organize leadership team cadences, prepare agendas, and ensure meeting materials are ready.
• Capture actions, decisions, and follow‑ups to drive execution discipline.
• Maintain document repositories and Microsoft Teams channels for easy information access.
• Plan and execute internal events such as leadership meetings, townhalls, and team offsites.
• Build trusted relationships with senior stakeholders across Canada and the Americas and support internal communications.

Required profile

• Strong prioritisation and sound judgement in a fast‑paced, dynamic environment.
• High level of professionalism, discretion and confidentiality.
• Excellent organisational and stakeholder‑management abilities.
• Ability to work independently while supporting multiple senior leaders.

Required skills

• Microsoft Teams
• Microsoft Office (Outlook, Word, Excel)